DEFENSE LOGISTICS AGENCY

 HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

April 25, 2016

MEMORANDUM FOR SUPPLY AND SUPPLY DISCREPANCY REPORT PROCESS 

REVIEW COMMITTEE (PRC) MEMBERS

SUBJECT: Approved Defense Logistics Management Standards (DLMS) Change (ADC) 

1169, DLA Distribution Center Denial Scenarios Associated with Product 

Quality Deficiency Report (PQDR) Exhibits (Supply)

The attached change to DLM 4000.25, Defense Logistics Management Standards, and 

DLM 4000.25-2, Military Standard Transaction Reporting and Accountability Procedures 

(MILSTRAP) is approved for implementation. 

Addressees may direct questions to Ms. Ellen Hilert, DOD MILSTRIP Administrator, 

703-767-0676 or DSN 427-0676, email: ellen.hilert@dla.mil, or Ms. Heidi Daverede, DOD 

MILSTRIP Alternate, 703-767-5111; DSN 427-5111, email: heidi.daverede@dla.mil, or Mr. 

Ben Breen, 614-692-2317; DSN 850-2317, email: benjamin.breen@dla.mil. Others must 

contact their designated Supply PRC representative available at 

https://www2.dla.mil/j-6/dlmso/CertAccess/SvcPointsPOC/allpoc.asp.

 

DONALD C. PIPP

Director

Defense Logistics Management 

Standards Office

Attachment

As stated 

cc: 

ODASD (SCI)
Attachment, ADC 1169

Page 1

ADC 1169

DLA Distribution Center Denial Scenarios Associated with 

Product Quality Deficiency Report (PQDR) Exhibits 

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION:

a. Technical POC: DLA Distribution, J4-BC, 717-770-5006

b. Functional POC: Defense Logistics Management Standards Office (DLMSO)

J621D, Benjamin Breen, Telephone COMM: 614-692-2317, email: benjamin.breen@dla.mil.

2. FUNCTIONAL AREA:

a. Primary Functional Area: Supply 

b. Secondary Functional Area: Materiel Release and Supply Discrepancy Report 

(SDR)/PQDR

3. REFERENCES:

a. DLM 4000.25-2, Military Standard Transaction Reporting and Accountability

Procedures (MILSTRAP)

b. DLM 4000.25, Defense Logistics Management Standards, Volume 2, Supply

c. ADC 245, Notification for Distribution Depot (DD) Product Quality Deficiency 

Report (PQDR) Exhibit Receipt, June 8, 2007.

d. ADC 1007, New DLMS 842P, Product Quality Deficiency Report (PQDR) Data 

Exchange and Enhanced Exhibit Tracking via Standard Logistics Transactions, October 1, 2012.

e. ADC 1164, Revise DLMS 940R Materiel Release and DLMS 945A Materiel Release 

Confirmation for Carrier Account Data Associated with Directed Return of Discrepant/Deficient 

Materiel and Procedures for use of the DLMS 940R when Directing Shipment of

Discrepant/Deficient Materiel via Supply Discrepancy Report (SDR) Reply, July 10, 2015.

f. ADC 353A, Revised Procedures for Pre-positioned Materiel Receipt (PMR) and 

Shipment Status for Retrograde and Directed Discrepant/Deficient Materiel Returns Including 

Corrected Time Standard for Security Assistance/Foreign Military Sales (SA/FMS) 

(Supply/SDR/PQDR/TDR Retrograde), August 25, 2010. 

g. DLM 4000.25-1, Military Standard Requisitioning and Issue Procedures (MILSTRIP),

Chapter 3, Requisition Processing and Related Actions.
Attachment, ADC 1169

Page 2

4. APPROVED CHANGE(S):

a. Brief Overview of Change: This change approves denial scenarios when a Materiel 

Release Order or Disposal Release Order identifying a PQDR exhibit cannot be shipped by the 

DLA Distribution Center because the specified exhibit(s) cannot be located. In support of this 

denial scenario, this approved change expands the definition of Management Code Q to explain 

why the denial occurred.

b. Background:

(1) Currently, when DLA receives a PQDR from the Military Services there is no 

policy directing the inventory control point (ICP) to return the PQDR exhibits directly to the 

vendor. The ICP has the latitude to send the PQDR exhibits from the customer to the vendor or 

have the PQDR exhibits returned to a DLA Distribution Center, which will result in a receipt 

notification transmitted via DLMS 842A/W Supply Discrepancy Report (SDR), citing 

Discrepancy Code Q11 (PQDR exhibit return) and in addition to the DLMS 527R Receipt 

indicating materiel receipted in Supply Condition Code (SCC) Q (References 3.b. and 3.c.). 

Staffing Note: This procedure only applies to DLA Distribution Centers receipting PQDR 

exhibits, however, if Components can implement this process at other storage activities, request 

they provide this information in response to this PDC.

DLMSO Staffing Note Response: DLMSO recommendation is that Components recognize 

receipt of PQDR exhibits systemically using the receipt transaction and workflow this 

information to the appropriate personnel (rather than relying on the SDR process). No DOD 

Components responded to this staffing note indicating intentions to implement this process at 

other storage activities. 

(2) ADC 1007 (Reference 3.d.) established the requirement for the PQDR report 

control number (RCN) to be recorded in the applicable DLMS transaction (receipt) and for

providing a copy of the transaction to the Product Data Reporting and Evaluation ProgramAutomated Information System (PDREP-AIS). Upon receipt of the transaction, PDREP will

notify any other applicable interfacing system via the PQDRII. The identification of PDREP 

will be accomplished by inclusion of the PDREP DoD Activity Address Code (DoDAAC) as a 

“Party to Receive Copy” in the transaction for dissemination to PDREP by Transaction Services.

(3) The SDR is used to notify the ICP that PQDR exhibits have been receipted at 

a DLA distribution center. The DLMS 842A/W SDR is generated for receipt notification. This 

transaction perpetuates the PQDR Report Control Number (RCN) that was recorded at the time 

of receipt. The DLA distribution centers will also record the PQDR RCN(s) associated with 

each SDR on a table within Distribution Standard System (DSS) to ensure the PQDR RCNs are 

recorded and associated with the materiel reported on the SDR.

(4) Once the determination is made by the ICP to move the PQDR exhibits, the 

ICP will provide disposition for the materiel on the SDR and at the same time the ICP is required 

to generate a DLMS 940R Materiel Release Order (MRO)/Disposal Release Order (RDO) 

(Reference 3.e.) with the PQDR RCNs that were recorded at time of receipt on the SDR. 
Attachment, ADC 1169

Page 3

(5) During discussions with DLA Distribution on perpetuating the PQDR RCN 

on the MRO/DRO, DLA Distribution identified a gap in the documented procedures for 

processing a denial when the PQDR RCN on the transaction does not match the DSS PQDR 

RCN table.

c. Approved Change in Detail:

(1) Until DOD Components can implement a systemic solution to provide the 

PQDR RCN in the DLMS 940R MRO/DRO, the PQDR RCN will be added in the DLMS 940R 

in the exception data (narrative). This will require the DSS user to read the exception data. 

However, this will ensure the intended PQDR exhibit is picked for shipment. This will require 

DLA distribution centers to update internal procedures and possibly provide training

(2) The DLA Distribution Center will record the PQDR RCN at time of receipt 

and perpetuate the PQDR RCN on the SDR with Discrepancy Code Q11 for receipt notification. 

The SDR will only be recorded with one PQDR RCN associated with the receipt. If multiple 

RCNs are received for materiel, each PQDR RCN must have separate receipt transaction and a 

separate SDR with Discrepancy Code Q11 for receipt notification rated for the different PQDR 

RCNs. The following steps are the revised procedures for receiving PQDR exhibits: 

(a) The PQDR RCN will be recorded on a table within DSS to associate 

the PQDR exhibits with the SDR.

(b) The ICP makes a determination to move the materiel to a laboratory 

to have the materiel tested, returned to the vendor for investigation, or to DLA Disposition 

Services for disposal.

(c) When the ICP provides a MRO/DRO (containing the PQDR RCN or 

identifying the PQDR RCN within the exception data narrative) to move the PQDR exhibits, 

DSS will match the MRO/DRO PQDR RCN to the RCN table within DSS.

(d) When DSS ships the materiel, DSS will decrement (remove) the 

PQDR RCN from the table within DSS upon transmission of the DLMS 945A Materiel Release 

Confirmation (Reference 3.e.). 

Staffing Note: When DSS inputs the DLMS 940R MRO/DRO for the Services using the DSS 

“SMOK” screen process to include PQDR RCN, how would the denial work if DLMS 940R

MRO/DRO was generated internally in DSS by “SMOK” process?

DLMSO Staffing Note Response: In response to this staffing note DLA Distribution did not 

provide a response regarding how the denial would process if DLMS 940R MRO/DRO was 

generated internally in DSS by using the SMOK process. When DLA Distribution implements 

this ADC, the solution must ensure that the SMOK process addresses any mismatches on the 

MRO/DRO. 

1. If DSS receives an MRO/DRO for SCCQ materiel with no 

PQDR RCN, and there is only a single location at the site (with or without a PQDR RCN), DSS 
Attachment, ADC 1169

Page 4

will immediately drop the pick ticket to that location. DSS will need to update the DOC table to 

add the RCN that was selected via either manual or systemic allocation.

2. If DSS receives an MRO/DRO for SCC Q materiel with no 

PQDR RCN identified in the specified data field, but there are multiple locations with PQDR 

RCN(s), DSS will force the MRO/DRO to manual allocation where the operator will have to 

research the clear text pick notes (from MRO/DRO exception data) in order to determine the 

correct location to select. 

(e) The location and PQDR RCN (if present) will print out on the pick 

ticket.

(3) Revise the definition for existing Management Code Q for use in denial 

scenarios when the PQDR RCN in the MRO/DRO does not match in the below scenarios:

(a) Inbound DLMS 940R contains an RCN that does NOT match any of 

the RCNs on the DSS table at MRO allocation - deny upfront for RCN mismatch.

(b) Inbound DLMS 940R contains an RCN that DOES match an RCN on 

the DSS table at MRO allocation - Pick record is created - user has pick in workload but RCN in 

location is not the expected RCN for the pick - user denies at bin face for RCN mismatch.

(c) Upon receipt of the denial the ICP will need to research and resubmit 

the updated DLMS 940R MRO/DRO or the ICP will need to contact the distribution center 

offline to resolve the discrepancy regarding the PQDR RCN mismatch.

d. Revisions to DLM 4000.25 Manuals:

(1) Revise DLM 4000.25, Defense Logistics Management Standards, Volume 2, 

Supply, Chapter 4, Requisitioning, and Chapter 16, Disposition Services, as shown in Enclosure 

1.

(2) Revise DLM 4000.25-2, Military Standard Transaction Reporting and 

Accountability Procedures (MILSTRAP), Appendix 2.6, Management Codes, as shown in 

Enclosure 2.

(3) Revise DLM 4000.25-1, Military Standard Requisitioning and Issue 

Procedures (MILSTRIP), Chapter 3, Requisition Processing and Related Actions, as shown in 

Enclosure 3.

e. Proposed Transaction Flow: Following is a typical scenario resulting in a materiel 

release denial citing Management Code Q:

(1) The source of supply (ICP) directs the PQDR customer to return materiel to a 

DLA Distribution Center.
Attachment, ADC 1169

Page 5

(2) The source of supply (ICP) prepares a Prepositioned Materiel Receipt (PMR)

for the distribution center citing the PQDR RCN in the Due-in/Advance Receipt /Due 

Verification, DLMS 527D PMR.

(3) When implemented, the returning activity prepares the Shipment Status 

Materiel Returns, DLMS 856R(Reference 3.f.). The Shipment Status Materiel Returns will cite

the PQDR RCN and Return Type Code Q identifying directed return of quality deficient materiel 

associated with a PQDR.

(4) The distribution center reports the receipt to the owner via DLMS 527R citing 

the PQDR RCN. When the PQDR RCN is populated, DSS will systemically identify PDREP by 

DoDAAC (N45112) to receive an information copy of the receipt.

(5) DSS provides a receipt notification using the DLMS 842A/W SDR for the 

owner citing the PQDR RCN.

(6) The owner prepares a DLMS 940R MRO/DRO citing the PQDR RCN to 

direct shipment of exhibit (e.g., to a commercial lab for testing or return to the vendor) or for 

disposal.

(7) DSS receives the inbound DLMS 940R.

(a) If the RCN does NOT match any of the RCNs on the DSS table at 

MRO allocation, DSS will generate a DLMS 945A Materiel Release Denial (MILSTRIP legacy 

DIC A6_ (normally A61/A6A or A65/A6E)) or Disposal Release Denial (MILSTRIP legacy DIC 

A6J) for the RCN mismatch citing Management Code Q.

(b) If the RCN DOES match an RCN on the DSS table at MRO 

allocation, a pick record is created. The user has a pick in workload, but the RCN in location is 

not the expected RCN for the pick, DSS will generate a DLMS 945A Materiel Release Denial or 

Disposal Release Denial for RCN mismatch and cite Management Code Q.

(c) If the RCN DOES match an RCN on the DSS table at MRO allocation 

- Pick record is created - user has pick in workload and the RCN in location is the expected RCN 

for the pick, DSS creates the DLMS 945A Materiel Release Confirmation.

(8) DSS perpetuates the PQDR RCN to the DLMS 856S Shipment Status when 

the PQDR RCN is populated, DSS will systemically identify PDREP by DoDAAC (N45112) as 

an additional status recipient).

(9) DSS will decrement the PQDR RCN from the table within DSS once the 

PQDR exhibits have been shipped. 

f. Alternatives: None identified.

5. REASON FOR CHANGE: This change will correct the gap when an MRO/DRO is 

generated by the ICP for materiel that identifies PQDR exhibits by the PQDR RCN but the depot 
Attachment, ADC 1169

Page 6

cannot ship the materiel due to a mismatch between the MRO PQDR RCN and the storage 

activity record or physical location, resulting in a denial.

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: This change will facilitate standardized denial scenarios associated with 

materiel for PQDR exhibits in DLA Distribution Centers. Standardizing this information will 

improve recognition and processing of denial scenarios that may occur at DLA Distribution 

Centers. 

b. Disadvantages: None noted.

7. ADDITIONAL FUNCTIONAL REQUIREMENTS:

a. SDR disposition instructions provided to DLA Distribution Centers on SDR replies 

requiring the shipment of the discrepant materiel to another location, (e.g., return to the vendor) 

will precede the DLMS 940R Materiel Release. The DLMS 940R is required to ensure the audit 

history for the authorized release of this materiel is properly recorded.

b. The DLA Distribution Centers must be able to link the materiel associated with the 

DLMS 940R MRO/DRO with the specific materiel identified in the SDR. It is not clear if there 

is a potential for misaligning the intended DLMS 940R MRO/DRO materiel with the applicable 

SDR since the materiel inventory balance is maintained by stock number and supply condition 

code regardless of owner. Therefore, multiple PQDR exhibit assets may be stored in the same 

location in SCC Q for different owners, with different PQDR RCNs. Therefore, DLA 

Distribution Centers must be able to link the materiel to the DLMS 940R MRO/DRO.

8. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: 

a. Target date for DLA’s Enterprise Business System (EBS) and DLA’s Distribution 

Standard System (DSS) implementation in the DLMS 940RMRO/DRO is 2017.

b. DOD Components are requested to identify target implementation date for 

Component use of these procedures.

9. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: Currently DLMSO is unable to quantify this 

figure. 

Staffing Note: Request DLA Distribution provide this figure to quantify how often there are 

mismatches, delays in processing, or man hours spent to resolve this.

DLMSO Staff Note Response: DLA Distribution did not provide a savings/avoidance for 

implementation of this change.

10. IMPACT:

a. New DLMS Data Elements: None.
Attachment, ADC 1169

Page 7

b. Changes to DLMS Data Elements: Revise DLMS Dictionary/Logistics Data 

Resource Management System (LOGDRMS) for Management Code Q definition (see Enclosure 

2).

c. Automated Information Systems (AIS):

(1) DSS: System changes will be required to implement the new denial process 

using Management Code Q. 

(2) Component ICP systems must be updated to support recognition of the new 

meaning for Denial Management Code Q. 

(3) Transaction Services: There are no changes to existing procedures.

d. Non-DLM 4000.25 Series Publications: DOD Components should update their 

internal procedures and training manuals. Potential areas to consider updating are:

(1) SDR training manual

(2) stock readiness training manual

(3) inventory training manual 

11. PROPOSED DLMS CHANGE 1169 STAFFING RESPONSE/COMMENT 

RESOLUTION:

Originator Response/Comment Disposition

1. Army Concur as written Noted.

2. Marine Corps Concur Noted.

3. Air Force AF concurs with the following comments.

1. This process assumes everyone is already well 

versed in DLMS and has it implemented. Honestly, we 

probably missed a lot of what they were saying 

because we haven't been trained yet. (Still trying to 

work that) When these documents go through the 

MILS converters, none of this will make it through.

2. The only new thing is the "DRD" reject in MILS or 

"MRD" in DLMS. And since it is not descriptive of 

the reason for the reject, the ICP has to research the 

reason why. By not having the fourth position give a 

reason code (no asset, partial asset availability, invalid 

RCN) the ICP is still in a do loop. Even without the 

DLMS conversion, the new DIC/RIC should be 

1. Noted.

2. There was no intent to 

suppress the third position of 

the legacy DIC when 

generating in DLMS. ADC 

will clarify that the 

transaction being prepared 

by the distribution center is 

the MRD DLMS 

945A/legacy DIC A6_ 

(normally A61/A6A or 

A65/A6E) or DRD DLMS 

945A/legacy DIC A6J.
Attachment, ADC 1169

Page 8

Originator Response/Comment Disposition

published so that C-ICPs can be ready to receive it.

3. If the reject code is due to the RCN being a 

mismatch and DLMS has all this room for data, can 

there be a way to display what the RCN was in the 

location? If it was a typo and only one digit mistaken 

it is a very different thing that a complete error.

4. This PDC is applicable to ILS-S. If approved, it will 

be added to the ILS-S DLMS Compliancy Action Plan 

and be implemented in ILS-S (NLT FY 2018) in 

conjunction with ADC1164 - [Revise DLMS 940R 

Materiel Release and DLMS 945A Materiel Release 

Confirmation for Carrier Account Data associated with 

Directed Return of Discrepant/Deficient Materiel and 

Procedures for use of the DLMS 940R when Directing 

Shipment of Discrepant/Deficient Materiel via Supply 

Discrepancy Report (SDR) Reply, July 10, 2015].

3. DLA Distribution stated 

there is no current 

requirement to account for 

the serial numbers/RCNs 

still in location after the pick 

is performed.

4. This change impacts the 

ICP system; we believe this 

proposal falls outside ILS-S 

functionality. We do not 

believe ILS-S would be 

generating the MRO/DRO 

that results in the denial 

situation described; the 

MRO/DRO is expected from 

the owning ICP (rather than 

the retail site that shipped the 

exhibit to the distribution 

center).

4. DLA DLA concurs with the following comments.

DLA concurs with PDC 1169 with the following 

comments:

From the PDC: Once the determination is made by the 

ICP to move the PQDR exhibits, the ICP will provide 

disposition for the materiel on the SDR and at the same 

time the ICP is required to generate an Materiel 

Release Order (MRO), DLMS 940R (Reference 3.e.) 

with the PQDR RCNs that were recorded at time of 

receipt on the SDR.

EBS current logic allows for us to create a 

consignment order to send the exhibit to a test lab, 

which will create the 940R DLMS transaction to the 

shipping depot. Embedded in the 940R we have the 

ability to transmit the RCN for the PQDR exhibit. 

During creation of the consignment order a field has 

been created to allow the end user to input the PQDR 

QN number. EBS logic will take that number and 

locate the RCN number and embed it into the 940R 

DLMS transaction.

Noted.
Attachment, ADC 1169

Page 9

Originator Response/Comment Disposition

5. Navy Concur Noted.

6. GSA No response provided

7. USTRANSCOM USTRANSCOM abstains. Noted.

8. DLA Distribution Concur Noted.
Enclosure 1, ADC 1169

Page 1

Enclosure 1, DLMS Manual Revisions

Changes are identified by bold red italics and strike-through text.

A. Revise DLM 4000.25, Defense Logistics Management Standards, Volume 2, Chapter 4, 

Requisitioning, as follows:

[Preceding text not shown]

C4.7.14. Preparing MROs

C4.7.14.1. Originator. MROs, DLMS 940R, Materiel Release, are prepared by the source of 

supply as a result of processing requisitions against inventory records and determining that materiel is 

available. MROs are used as a directive for release and shipment of materiel from stock. 

C4.7.14.1.1 MROs directing shipment of requisitioned GFM will perpetuate contract 

data to include the contract number authorizing GFP, and the call/order and CLIN when available. 

Contract data will be provided by the source of supply for pushed GFM not initiated by a requisition.

C4.7.14.1.2. MROs directing shipment of reparables for induction for commercial 

maintenance will include the contract number authorizing GFP, and the call/order and CLIN when 

available.

C4.7.14.1.3. MROs directing shipment of GFP in contractor custody will include the 

contract number authorizing GFP, and the call/order and CLIN when available.

C4.7.14.1.4. MROs directing return of discrepant/deficient materiel to vendors at 

vendor expense will include identification of the carrier and the carrier account number.

C4.7.14.1.5. MROs directing the return of PQDR exhibits will include the PQDR 

report control number (RCN), if available.

1

[Intervening text not shown]

C4.7.17. Storage Activity Denial or Rejection of Materiel Releases

[Intervening text not shown]

C4.7.17.4. Storage Activity Denials for PQDR Exhibits.

2

 

C4.7.17.4.1. DLA storage activities will prepare the DLMS 945A Materiel Release 

Denial and send it to the source of supply for PQDR exhibits when the MRO containing the PQDR 

RCN does NOT match any of the RCNs on the storage activity RCN table at MRO allocation. 

C4.7.17.4.2. When the DLMS 940R MRO contains the PQDR RCN and the RCN 

DOES match an RCN on the storage activity RCN table, but the RCN in the bin location is not the 

expected RCN for the MRO, the DLA storage activity will prepare a DLMS 945A MRD.

 1 ADC 1169, DLA Distribution Center Denial Scenarios Associated with Product Quality Deficiency Report (PQDR) 

Exhibits 

2 Ibid.
Enclosure 1, ADC 1169

Page 2

B. Revise DLM 4000.25, Defense Logistics Management Standards, Volume 2, Chapter 16,

Disposition Services as follows:

Changes are identified by bold red italics and strike-through text.

[Preceding text not shown]

C16.4. SOURCE OF SUPPLY AND STORAGE ACTIVITY INTERFACE FOR DISPOSAL 

RELEASE ORDERS

C16.4.1. General. Sources of supply use the DLMS 940R Disposal Release Order (DRO) to 

direct and control issue of supply system stocks on their records to disposal. Sources of supply will 

send DROs to the storage site having custody of the stock and result in the preparation of DD Form 

1348-1A (or DD Form 1348-2). If the item is classified in SCC Q and is being sent to a DLA 

Disposition Services Field Offices, the DRO will contain Management Code O (alpha) or S, as 

appropriate, to indicate if materiel is hazardous to public health and/or safety and whether mutilation3

is required. The retention quantity in the DRO will determine the quantity of materiel to be turned in 

to disposal by the storage site. The retention quantity cited in the DRO will be kept and all remaining 

stocks transferred to disposal, or, if the quantity on hand is less than the quantity indicated, the storage 

site will answer with DLMS 945A Disposal Release Denial with Status Code BY.

C16.4.1.1. DLMS 940R DROs directing the disposal of Product Quality Deficiency 

Report (PQDR) exhibits will include the PQDR report control number (RCN), if available.

4

[Intervening text not shown]

C16.4.4. Release Denial 

C16.4.4.1. The storage site will send a DLMS 945A Disposal Release Denial to the source 

of supply that prepared the DRO as a notification of no action taken. Sources of supply will use the 

DLMS 945A to adjust inventory records.

C16.4.4.2. Disposal Release Denials for Product Quality Deficiency Reports (PQDR)

Exhibits5 

C16.4.4.2.1. DLA storage activities will prepare the DLMS 945A Materiel Release 

Denial and send it to the source of supply for PQDR exhibits when the DRO containing the PQDR 

RCN does NOT match any of the RCNs on the storage activity RCN table at DRO allocation. 

C16.4.4.2.2. When the DLMS 940R DRO contains the PQDR RCN and the RCN 

DOES match an RCN on the storage activity RCN table, but the RCN in the bin location is not the 

expected RCN for the DRO, the DLA storage activity will prepare a DLMS 945A Disposal Release 

Denial.

 3 Materiel requiring mutilation may not be consigned to DLA Disposition Services Field Offices unless the DoD

Component of the activity directing the shipment has made prior official arrangements with the DLA Disposition Services. 

If mutilation is required, provide specific instructions to the DLA Disposition Services Field Offices by separate 

correspondence, citing the DTID number. 4 ADC 1169, DLA Distribution Center Denial Scenarios Associated with Product Quality Deficiency Report (PQDR) 

Exhibits 

5 Ibid.
Enclosure 2, ADC 1169

Page 1

Enclosure 2, MILSTRAP Revisions

Revise DLM 4000.25-2, Military Standard Transaction Reporting and Accountability 

Procedures (MILSTRAP) Appendix 2.6 - Management Codes as follows:

Changes are identified by bold red italics and strike-through text.

[Preceding text not shown]

AP2.6.2. ISSUE RELATED TRANSACTIONS. Management codes are assigned for use in 

MILSTRAP issue related transactions (DIC D7_ Issues, DG_ Backorders, and DHA Demands) and 

MILSTRIP transactions (DIC Code A4_ Referral Orders, A5_ Materiel/Disposal Release Orders, A6_ 

Materiel/Disposal Release Denials, ACJ Disposal Release Cancellations, AE6 Supply status, AEJ 

Disposal Supply Status, AFJ Disposal Release Follow-ups, AGJ Reply to Disposal Release 

Cancellations, AKJ Disposal Release Cancellation Follow-ups, ARJ, ARK, and ARL Deposal Release 

Confirmations), and related release documentation (when applicable), as indicated below:

Intervening text not shown...

CODE

Q

APPLICABLE DICS

A6_

EXPLANATION

Denied. Storage activity unable to match materiel 

release order to identified reference numbers for stock in 

storage. Requested stock cannot be released.

(1) Unable to match the protection document 

number and job order number. Applicable to DLA 

Navy industrial activity support agreement.6

(2) Unable to match to the DTID Number. 

Applicable to DLA Disposition Services.

7

(3) Unable to match requested Product Quality 

Deficiency Report (PQDR) exhibit report control 

number (RCN) to storage activity record or physical 

location.8

 6 ADC 391, New Denial Management Code to Support the New Protection Process at the Navy Shipyards (NSYs) when 

Protection Document Number/Job Order does not Match DSS Records under BRAC SS&D/IMSP.

7 Refer to ADC 449, Intra-DLA Revisions to the DLMS 945A, Materiel Release Advice, Cancellation Reason Code, 

Management Code, and Associated Procedures under Reutilization Business Integration (RBI). 8 ADC 1169, DLA Distribution Center Denial Scenarios Associated with Product Quality Deficiency Report (PQDR) 

Exhibits.
Enclosure 3, ADC 1169

Page 1

Enclosure 3, MILSTRIP Revisions

Revise DLM 4000.25-1, Military Standard Requisitioning and Issue Procedures (MILSTRIP), 

Chapter 3, Requisition Processing and Related Actions, as follows:

Changes are identified by bold red italics and strike-through text.

[Preceding text not shown]

C3.15.5. MROs directing the return of Product Quality Deficiency Report (PQDR) exhibits 

will include the PQDR report control number (RCN), if available, in the exception narrative.

9

[Intervening text not shown]

C3.17.3. Materiel Release Denial (MRD) for PQDR Exhibits10

C3.17.3.1. DLA storage activities will prepare the MRD and send it to the source of 

supply for PQDR exhibits when the MRO containing the PQDR RCN does NOT match any of the 

RCNs on the storage activity RCN table at MRO allocation. 

C3.17.3.2. When the MRO contains the PQDR RCN and the RCN DOES match an RCN 

on the storage activity RCN table, but the RCN in the bin location is not the expected RCN for the 

MRO, the DLA storage activity will prepare a MRD.

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C3.39.1. Sources of supply will utilize the disposal release order (DRO) (DIC A5J) and related 

transactions to direct and control issue of supply system stocks on their records to DLA Disposition 

Services. DROs are transmitted to the storage site having custody of the stock and result in the 

preparation of the DD Form 1348-1A (or DD Form 1348-2) as outlined in Chapter 5, Paragraph C5.5. 

Preparation of DROs will be performed using the Appendix AP3.13 format. If the item is classified in 

SCC Q and is being transferred to DLA Disposition Services, the DRO will contain Management Code 

O (alpha) or S, as appropriate, to indicate whether the materiel is hazardous to public health/safety and 

mutilation is required. Aviation critical safety item (CSI)/flight safety critical aircraft part (FSCAP) 

materiel in SCC Q directed to DLA Disposition Services will always cite Management Code S. (See 

MILSTRAP, Appendix AP2.6). DLA Disposition Services will perform mutilation in accordance with 

existing guidance for the NSN/type of material. The ICP/IMM should identify to DLA Disposition 

Services any unique instructions for disposal requiring specific methods or information regarding 

hazardous constituents contained in the item. When the quantity to be transferred to DLA Disposition 

Services exceeds the capability of the quantity field, rp 25-29, multiple DROs with new document 

numbers will be utilized. When multiple DROs are required; each DRO prepared for the same item 

will contain the total retention quantity in rp 55-61. When the quantity to be retained exceeds the 

capability of the retention quantity field, rp 55-61, the transactions will be processed off-line. DROs 

directing the disposal of PQDR exhibits will include the PQDR RCN, if available in the exception 

narrative.

11

 9 ADC 1169, DLA Distribution Center Denial Scenarios Associated with Product Quality Deficiency Report (PQDR) 

Exhibits. 10 Ibid. 12 Ibid.
Enclosure 3, ADC 1169

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C3.39.1.4. Disposal Release Denials (DRD).

C3.39.1.4.1. DRDs are prepared by the storage site and transmitted to the appropriate 

source of supply having prepared the DRO as notification of negative action on the DRO. Preparation 

of DRDs will be performed under the format referenced in Appendix AP3.18 and will contain DIC 

A6J. Sources of supply will utilize DRD to make appropriate adjustments to the inventory records.

C3.39.1.4.2. DRDs for PQDR Exhibits12 

C3.39.1.4.2.1. DLA storage activities will prepare the DRD and send it to the 

source of supply for PQDR exhibits when the DRO containing the PQDR RCN does NOT match 

any of the RCNs on the storage activity RCN table at DRO allocation.

C3.39.1.4.2.2. When the DRO contains the PQDR RCN and the RCN DOES 

match an RCN on the storage activity RCN table, but the RCN in the bin location is not the expected 

RCN for the DRO, the DLA storage activity will prepare a DRD.

 12 Ibid.